FLEXIBLE WORKING POLICY

This document sets out the Company's policy on handling employees' requests for a variation to their terms and conditions of employment to provide a more flexible working pattern, which will help them to care for a child. This policy is designed to be as comprehensive as possible. However, if you have any queries that are not answered or any other questions about the policy, please contact your manager.

Entitlement to request a contract variation

You are entitled to apply for a variation to your contract to enable you to care for a child, provided that:

• you are an employee of the Company and have been continuously employed for a period of no fewer than 26 weeks;
• you are either:
  • the mother, father, adopter, guardian or foster parent of the child or have a residence order in force relating to the child; or
  • you are married to or are the civil partner or partner of the child's mother, father, adopter, guardian or foster parent or a person with a residence order in force relating to the child; and
• you have, or expect to have, responsibility for the child's upbringing.

You can also apply for flexible working if you are, or expect to be, caring for a person who is over the age of 18 and is in need of care, and who is either your spouse or partner or civil partner, or a relative, or a person living at your address.

The application

To request a variation to your contract, you must make an application to your manager in writing that is signed and dated, and contains the following details:

• that it is a request for a variation to your contract;
• that you have not made a previous application within the last 12 months;
• the flexible working pattern that you would like and the date on which it is proposed the change will become effective;
• the effect, if any, that you think the change will have on the Company and how, in your opinion, any such effect can be dealt with; and
• how you meet the required condition as to the relationship with the relevant child or adult.

The application will be treated as having been made on the day that your manager receives it. If you send your application electronically, this will be the day on which you transmit the document, but otherwise it will be the day on which the document would ordinarily be delivered.

The meeting with you to discuss your application, and the decision

The Company will hold a meeting with you at a mutually convenient time to discuss your request for a contract variation within 28 days after receiving your application. Alternatively, if the Company agrees to your application without needing to discuss it with you, you will be notified within this period in writing and informed of the approved variation to your contract and the date from which it will take effect.

If a meeting is held to discuss your application, the Company will consider your request carefully and give you notice of the decision within 14 days after the meeting. This notice will be in writing and will be dated.

If your application is approved, the notice will inform you of the agreed variation to your contract and state the date on which it will take effect.

If your application is refused, the notice will:

• specify the grounds;
• give sufficient explanation about why these grounds apply; and
• explain the appeal procedure.

Appeals

If your application is refused, you will be entitled to appeal against the decision within 14 days. To appeal, you should give a signed and dated notice that sets out the grounds of appeal to your manager.

The Company will hold a meeting with you at a mutually convenient time to discuss your request for a variation to your contract within 14 days of receiving your notice. A more senior manager will usually hold this meeting unless this is not possible. Alternatively, if the Company upholds your appeal without needing to hold a meeting, you will be notified in writing within this period and informed of the approved variation and the date from which it will take effect.

If a meeting is held to discuss your appeal, the Company will give you notice of the decision within 14 days after the meeting. This notice will be in writing and will be dated.

If your application is upheld, the notice will inform you of the approved variation to your contract and state the date on which it will take effect.

If the appeal is dismissed, the notice will:

• set out the grounds for dismissing the appeal, and
• give sufficient explanation as to why these grounds apply.

Extension of time limits

Any of the time limits can be extended by agreement. In these circumstances, the Company will keep a written record of the agreement specifying the period to which the extension relates and the date on which the extension will end. This record will be dated and a copy will be sent to you.

Right to be accompanied

If a meeting is held under this policy, you have the right to be accompanied at the meeting by a single companion.

Your chosen companion must be a worker employed by the Company. This person can address the meeting, but must not answer questions on your behalf.

If your chosen companion is not available at the time proposed for the meeting by the Company, you can propose an alternative time. In this case, the meeting will be postponed to the time that you suggest, provided that your proposed date:

• is convenient to the Company, you and your companion; and
• falls before the end of the period of 7 days beginning with the first day after that proposed by the Company.

Your chosen companion can take time off during working hours for the purpose of accompanying you to the meeting.

Withdrawal of an application

The Company will treat your application as withdrawn if you have:

• notified the Company orally or in writing that you are withdrawing the application;
• without reasonable cause, failed to attend a meeting; or
• without reasonable cause, refused to provide the Company with information required to assess whether the variation to your contract should be agreed.

The Company will confirm the withdrawal of your application in writing, unless you have provided the Company with written notice of the withdrawal.

We will review the policy annually and the next review date for this policy is October 2018.